IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

200 EAST NORTH AVENUE

BALTIMORE, MD 21202

INVITATION FOR BIDS

School Psychology Services

IFB-26086

ISSUED BY: Procurement Office Baltimore City Public Schools 200 East North Avenue, Room 401 Baltimore, MD 21202 Attention: Nikkia Pompey

IFB NUMBER: IFB-26086

RELEASE DATE: Monday, April 27, 2026

PRE-BID MEETING: Monday, May 4, 2026 @ 10:00 a.m., EST via Teams https://teams.microsoft.com/meet/2987549038 5976?p=fPLzu5yJCd3dFxOcaS

Meeting ID: 298 754 903 859 76 Passcode: y4kK3Wj6

QUESTIONS DUE: Thursday, May 7, 2026 @ 11:00 a.m. EST

BID DUE DATE: Thursday, May 14, 2026 @ 11:00 a.m. EST

BID OPENING: Thursday, May 14, 2026 @ 12:00 p.m. EST

DIRECT INQUIRIES TO: Nikkia Pompey

PH: 410-396-8827

FX: 410-545-6977

E-mail: ntpompey@bcps.k12.md.us

Entities are cautioned not to make changes to any of the terms and conditions in this solicitation.

Doing so may render an Entity’s Bid unacceptable and subject to rejection. Questions and inquiries may be addressed as outlined in Part II, Item 4 of this solicitation. Any exceptions to the Baltimore City Public Schools’ (“City Schools’”) terms and conditions are not binding unless they are https://teams.microsoft.com/meet/29875490385976?p=fPLzu5yJCd3dFxOcaS https://teams.microsoft.com/meet/29875490385976?p=fPLzu5yJCd3dFxOcaS mailto:ntpompey@bcps.k12.md.us

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025 negotiated and affirmatively deemed mutually agreeable by the Entity and City Schools in an executed Contract. City Schools is not required to negotiate changes to its terms and conditions.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

TABLE OF CONTENTS

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

2.0 BACKGROUND

3.0 SCOPE OF SERVICES

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

2.0 TERM OF AGREEMENT

3.0 PRE-BID MEETING

4.0 QUESTIONS AND INQUIRIES

5.0 POINT OF CONTACT

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

7.0 CONTRACT TYPE

8.0 PAYMENT TERMS

9.0 TRAVEL REIMBURSEMENT

10.0 ELECTRONIC PAYMENT

11.0 IFB REVISIONS

12.0 SUBMISSION DEADLINE

13.0 BID OPENING

14.0 DURATION OF BID

15.0 MINORITY & WOMEN BUSINESS ENTERPRISE PROGRAM

16.0 E-MARYLAND MARKETPLACE ADVANTAGE

17.0 INSURANCE

18.0 LIQUIDATED DAMAGES

19.0 CRIMINAL BACKGROUND CHECK/FINGERPRINTING/PHOTO IDENTIFICATION BADGE

20.0 LIVING WAGE

21.0 BONDING

22.0 TERMS AND CONDITIONS

23.0 BASIS OF AWARD

24.0 STATE OF MARYLAND CERTIFICATE OF GOOD STANDING

25.0 UNNECESSARILY ELABORATE BROCHURES

PART III: BID FORMAT

1.0 BID SUBMISSION FORMAT

2.0 VOLUME I: BID SUBMISSION FORMAT

APPENDIX A - SPECIAL TERMS AND CONDITIONS FOR SEALED BIDS

APPENDIX B - CITY SCHOOLS GENERAL ARTICLES

APPENDIX C - REFERENCES

APPENDIX D - NON-COLLUSION CERTIFICATE

APPENDIX E - DEBARMENT AFFIDAVIT

APPENDIX F - ANTI-BRIBERY AFFIDAVIT

APPENDIX G - ETHICS CERTIFICATION

APPENDIX H - EDGAR

APPENDIX I - BID FORM

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

PART I: SCOPE OF WORK

1.0 INTRODUCTION AND DEFINITIONS

This Invitation for Bids (“IFB” or “solicitation”) is soliciting Bids from qualified Entities for qualified vendors to provide school psychology services for Individual Education Plan (IEP), 504 and general education students ages 0-21 for all ages, to meet the service and compliance needs of the Office of Special Education, per the Individuals with Disabilities Education Act (IDEA) http://idea.ed.gov.

For purposes of this IFB, the following definitions apply: “City Schools” refers to the Baltimore City Board of School Commissioners, which operates a system of public schools commonly known as the Baltimore City Public School System or Baltimore City Public Schools; “Entity” or “Bidder” means any qualified, reliable, and interested broker, vendor, bidder, consultant, contractor, manufacturer, and/or other entity that responds to this IFB, as well as the entity awarded a Contract or otherwise duly authorized by City Schools to provide Services in accordance with applicable Laws; “Contract” or “Agreement” refers to the legally enforceable Contract or agreement between City Schools and the Entity that is the successful Bidder responding to this IFB; “Services” or “Work” refers to the work, deliverables, products, goods, materials, equipment, and/or services required to be provided or performed by the Entity under the terms of the Agreement; “Law” or “Laws” refers to any applicable federal, state, and local laws, regulations and rules, as well as Baltimore City Board of School Commissioners policies and administrative regulations, which are available at this link: www.baltimorecityschools.org/board-policies; and “Bid” means a bid or submission to City Schools in response to this IFB.

2.0 BACKGROUND

City Schools serves the needs of public education in Baltimore City, covering approximately 77 square miles, with a residential population of more than 585,000. It is the fifth largest public school system in the State of Maryland. City Schools operates 162 schools and programs, which includes Pre-k, elementary, middle, and high schools as well as special education centers, charter, and alternative schools. The Central administration headquarters is located at 200 East North Avenue, Baltimore, Maryland.

City Schools is governed by the Baltimore City Board of School Commissioners which has 12 members (including a partially voting student member). Nine members of the Board are appointed by the Mayor of Baltimore City and two members are elected in a citywide election every four years along with the student commissioner who is elected by fellow high school students every year. The Chief Executive Officer reports directly to the Board.

City Schools currently has approximately 75,811 students, 8,961 employees and an annual operating budget of $1.39 billion.

Over the past three years, City Schools’ Office of Special Education has utilized contractual MSDE certified/licensed school psychology staff to ensure the availability of clinical personnel necessary to provide legally mandated services. Due to nationwide shortages of school psychologists, the district has historically been unable to secure enough staff to meet the student’s needs without the use of contractual providers. The difficulty in obtaining sufficient employees or contractual staff has historically contributed to multiple findings of non-compliance in Maryland State Department of Education (MSDE) http://idea.ed.gov/ http://www.baltimorecityschools.org/board-policies

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025 and court-ordered audits and monitoring activities. This may impact the District’s ability to provide all legally mandated services.

In SY 24-25 we utilized five (5) contracted school psychologists. These school psychologists worked between one and five days a week with the maximum number of days worked being 190 days. They served approximately 200 students needing services over the course of the year, costing the district upwards of 1 million dollars. While this represents a snapshot of the prior year's usage, services for school psychologists vary based on student need.

City Schools seeks to continue to ensure that all required school psychology services are provided to students according to the frequency and duration of services outlined in their Individualized Education Programs (IEPs). Services must be of substantial quality to ensure positive outcomes and rigor of instruction.

Please visit the district’s website at www.baltimorecityschools.org for more information about the district.

3.0 SCOPE OF SERVICES

The general scope of work shall consist of school psychological services for children ages 0-21 years.

Selected contractors shall employ MSDE certified/licensed school psychologists (or those eligible for certification/licensure), to provide developmentally and educationally appropriate assessments and school psychological therapy services to children ages 0- 21.

Contractors’ business must have been operational and providing related services (OT, PT, Speech, School Psychology, and/or Social Work) for at least two (2) years prior to bidding.

For clinician-owned businesses, the owner/principal therapist must be appropriately licensed/certified and have at least five (5) years clinical practice in a related services area.

Contractors must bid on all service options, including hourly direct, assessment rate, when separate from daily work, and daily rate.

School psychological assessments shall be completed by MSDE certified/licensed school psychologists and meet the clinical documentation requirements in accordance with accepted industry standards and City Schools’ policies and procedures. Contractor(s) shall review referral information and confidential file in preparation for each assessment.

This review should include communication with the IEP team members, parent/guardian, teachers, service coordinators, and others, as appropriate. Contractors shall conduct assessments using procedures and/or tests that are valid for the child to whom administered, appropriate for the age of the child and reason for referral and in accordance with approved tests and procedures from the Psychological Services (PS) under the Related Service Unit (RSU). Contractor(s) shall provide accurate and timely reporting of completed assessments as defined by IDEA, Code of Maryland Regulations (COMAR), and City Schools’ Business Rules, and completion of third-party billing information via Third Party Billing (TPB) forms and electronic data systems.

Contractor(s) shall provide psychological services (direct and/or consultative) as outlined https://nam12.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.baltimorecityschools.org%2F&data=05%7C02%7CTMHutley%40bcps.k12.md.us%7Cf54d8c7de87d4700622408dd680c36ab%7C065bb2f46fe3414fa910f2886305c814%7C0%7C0%7C638781123841924294%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=wY8N25Y3qjvhwX9B%2BhtLTvgMN%2BxT2wGjOOpEajXjGww%3D&reserved=0

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025 in each student’s IEP or IFSP during regular school hours (7:30 a.m. to 6:00 p.m.) on days that the City Schools are open for students, at a site designated by the Related Services Unit (RSU) or at other times at the request of the City Schools. Contractors shall conduct psychological service appropriate for the age of the child, aligned with goals/objectives and in accordance with approved strategies/interventions from the Psychological Services (PS) under the Related Service Unit (RSU). Contractor(s) shall provide accurate and timely reporting of completed services as defined by IDEA, Code of Maryland Regulations (COMAR), and City Schools’ procedures, and completion of third-party billing information via Third Party Billing (TPB) forms and electronic data systems.

Contractor(s) shall write IEP/IFSP goals and objectives in accordance with MSDE and City Schools’ requirements to address the educational impact identified by the IEP/IFSP team, in the assessment report, the general education curriculum and/or to address family concerns.

All contractors and their employees must adhere to the following:

• Federal Regulations (e.g. IDEA), http://www.gpo.gov/fdsys/pkg/CFR-2002-title34-vol1/content-detail.html;

• COMAR requirements, http://www.dsd.state.md.us/comar/subtitle_chapters/13A_Chapters.aspx;

• City Schools Special Education Compliance Manual;

• City Schools Related Services Business Rules;

• City Schools School Psychology Clinical Guide;

• State of Maryland, Department of Health (DOH);

• American Psychological Association (APA) Ethical Standards for Provision of

Psychological Services http://www.apa.org;

• National Association of School Psychologists (NASP) Ethical Standards for the Provision of Psychological Services http://www.nasponline.org/index.aspx .

EMPLOYMENT:

Clinical staff must be employed by the selected contractor. The selected contractor shall have the sole right to hire, suspend, discipline, or discharge any of the temporary employees that it places with City Schools.

Any employee assigned by the contractor, who, in the opinion of City Schools, is deemed unacceptable or unsatisfactory in performing the services in accordance with the position shall be removed from the performance of the requested services immediately upon the written or oral request of the City Schools’ Director of Related Services, or designee.

It is City Schools’ expectation that contractors will work on a full-time basis (unless otherwise agreed upon prior to hire) for the entire school year. The contractor shall be responsible for assigning a new employee who is qualified for the position immediately, if http://www.gpo.gov/fdsys/pkg/CFR-2002-title34-vol1/content-detail.html http://www.dsd.state.md.us/comar/subtitle_chapters/13A_Chapters.aspx http://www.apa.org/ http://www.nasponline.org/index.aspx

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School Psychology 3/18/2025 the clinician leaves at any time during that school year or if it is necessary to replace the employee, if requested by City Schools. If the contractor is unable to immediately provide a suitable replacement, City Schools reserves the right to solicit a replacement from other vendors. Failure on the part of the contractor to accurately vet the resumé and credentials of their employee may result in termination of their contract with City Schools.

The school year assignment is for 190 days. Contractor’s clinical staff may be assigned to City Schools to meet the district’s short-term or long-term needs. Short-term placements would typically be time-limited and to cover for staff on leave, an unanticipated vacancy, or provision of services during summer programs. Long-term placements may cover one full school year or multiple school years.

If an employee assigned by the contractor reaches one year of placement in the District, City Schools shall have the right to exercise the option of offering permanent employment.

This option may be executed at the sole discretion of City Schools. It is not a promise or guarantee of employment.

All duties and responsibilities, inclusive of clinical documentation, outlined in the contract must be completed within the prescribed timeframe. Contractor failure to do so could result in a delay or withhold of payment.

EMPLOYEE BENEFITS:

The selected contractor(s) shall be solely responsible for providing its employees legally required employment benefits. City Schools shall not be called upon to assume any liability for the direct payment of any salaries, wages, expenses, or other compensation to any employees provided by the selected contractor. The selected contractor shall be fully responsible for record keeping, preparation and filing of taxes and related forms, and payment of wages to the employee.

The selected contractor(s) shall be fully responsible for providing appropriate insurance to protect the firm and the employee. All insurance and benefits shall be provided by the selected contractor(s) at no additional cost to City Schools. City Schools shall not provide any insurance or benefits for contractual staff.

CONTRACTOR LIAISON:

The selected contractor(s) shall designate a Contractor Liaison who shall be responsible for all coordination with City Schools, supervision of contractor’s employment force and all other related field management of contractor’s employment force.

The selected contractor(s) shall provide the liaison name, title, phone number and e-mail for 24-hour access, within 10 days of receipt of the notice of intent to award letter.

REQUEST INITIATION:

Each school year, by July 15th, the awarded contractor(s) must provide the Director of Related Services or designated Related Services manager with an accurate list of staff, who have signed an employment agreement and are available to work in City Schools for the next school year.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

Contractor(s) must provide City Schools ALL of the following in order to be considered:

• Candidate resumé

• Three (3) references for each candidate

• MSDE certification/license in school psychology or eligible for Maryland State eligible certification/license in school psychology

• Copy of the signed agreement between the provider and the contactor (signature page only)

• Any additional information pertinent to the open position

City Schools shall make arrangements with the contractor to schedule interviews for the candidates and any pre-employment assessments, as required for the position. City Schools shall notify the contractor which candidate is selected and their start day.

In addition to having the experience, knowledge, and the skills needed to meet the position, the employee provided by the selected contractor shall possess the following:

• Ability to work in a complex, fast-paced, confidential and high-pressure working environment.

• Ability and skills necessary to read, write, speak and understand the English language fluently.

• Computer literacy would be necessary to complete reports, access e-mail and report data in a professional manner. Be aware that not all service locations have readily available access to computers and/or the internet. City Schools does not provide laptops to contractual providers, however, will facilitate communication with the District’s IT department to make sure each contractual clinician can access required software. It is the responsibility of the contract agency to provide all needed technology, including laptops to all contract clinicians.

• Ability to communicate effectively using good judgment and discretion in providing interpretation, feedback, reports in a variety of data formats related to the job position and as required by the OPS under RSU

• Conduct that is appropriate, neat, businesslike and professional.

• Ability to handle sensitive materials and perform confidential duties. All contractual providers must be familiar with and follow the district’s “Acceptable Use” policy. To ensure confidentiality of student information, all providers must attend mandatory confidentiality training. In addition, all providers, once on board, may communicate about district-related matters using ONLY their City Schools e-mail address.

• A Driver’s License or other acceptable means of transportation, if required, as a result of caseload and/or multiple assigned school locations.

School sites/caseloads will be assigned and/or re-assigned at the discretion of the Related

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School Psychology 3/18/2025

Services management staff, based on the needs of City Schools’ students. Selection of candidates will be made based on: low bid, candidate’s specific areas of expertise (e.g.

assistive technology, bilingual, infants and toddlers), level and type of previous clinical experience and/or prior history with the District. For anticipated long term needs, preference will be given to candidates for whom a temporary to permanent option could be exercised following one (1) year of consecutive placement in City Schools.

City Schools shall at all times have the right to refuse candidates that are presented by contractor(s) if City Schools determines that the candidate is not a suitable match for a given assignment.

Prior to confirmation of provider acceptance and placement, contractor(s) must arrange for (at contractor’s expense) each selected provider to complete a CJIS Criminal Background check through City Schools and obtain an identification badge, following City Schools’ procedures.

Providers must wear a City Schools Identification badge at all times, while providing services for City Schools. For returning providers, identification badges may require yearly replacement, which shall be the responsibility of each contracted provider, in conjunction with City Schools’ Office of Human Capital. Contractor is responsible to provide City Schools any updated licensure information, as available, throughout the year. The contractor must also be able to produce the professional licensure and/or certification of the staff who rendered the service (in effect at time of service provision for City Schools), even in the event that the staff person has separated from the employment of the contractor.

EMPLOYMENT CONTRACT:

Upon receipt of a Purchase Order from City Schools, the school psychologist can begin work. Failure to obtain a purchase order from City Schools prior to the beginning of the engagement voids any responsibility on the part of City Schools to pay the contractor.

TIME SHEETS:

Contractor(s) must provide the employee time sheets and other supporting documentation to City Schools with monthly invoices. Contractor must present time sheet information in a clear and concise manner, satisfactory to City Schools.

• School-based services-provider must present a monthly time sheet which shows time in/time out and a signature for each site for each day. Note that this could include more than one location in a day. For professional development days, the time sheet must be signed by a manager or event sponsor.

• For non-school-based, itinerant services, each time sheet must be signed by a parent, caregiver or teacher.

OVERTIME:

There will be no overtime work under this solicitation.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

TEMPORARY TO PERMANENT EMPLOYMENT OPTION:

City Schools reserves the right to hire a temporary, contractual worker without any financial obligation to the Contractor after the worker has completed one school year or equivalent term of assignment as a Contractor in City Schools. Vendor agrees to release and hold harmless any school psychologist who wishes to become an employee of City Schools, so long as one (1) school year or equivalent of employment with the contractor and assignment to City Schools have occurred. The one (1) school year term or its equivalent commences on the first day the contractual provider begins working in the district. If a contractor has commenced working after the start of the school year, they are eligible to convert to a City Schools’ employee after one (1) calendar year.

If services are performed on a short-term basis, contracted School Psychologists placed in City Schools will provide temporary services that are not anticipated to continue for an extended duration. At City Schools’ discretion, if a contractor provides a service type/specialization, this may also be used for longer durations of time until other suitable coverage possibilities (e.g. cross coverage, creation of City School FTE, etc.) are feasible.

QUALIFICATIONS OF SCHOOL PSYCHOLOGIST;

1. School Psychologists will maintain and adhere to MSDE rules and regulations. A copy of each provider’s current MSDE certification/license, or application for certification/license, must be submitted to a Related Services manager, before provider’s school placement, for each person working in City Schools.

2. School Psychology contractual staff must have satisfactorily demonstrated their clinical competencies to the contracting agency’s personnel specialists prior to being hired. Documentation of the personnel specialists’ review must be in the personnel file of each therapist and include the date of review and comments.

Thereafter, contractor(s)’ supervisory staff shall at all times be responsible for the management and conduct of their employees who are assigned to work in Baltimore City Public Schools. At no time shall contractors’ employees be considered employees of City Schools. As performance and/or disciplinary issues arise, Related Services managers will work with contractors’ supervisory staff to oversee and manage contractors’ clinical staff working in City Schools. City Schools reserves the right to terminate any of contractors’ staff working in City Schools at its sole discretion.

3. School Psychology contractual staff must provide satisfactory references (verified by contractor and furnished to City Schools by contractor). A resumé for each provider must be provided to the Related Services Unit prior to caseload determination and assignment. The results of a criminal background check in accordance with Title 5, Subtitle 5, Part VI of the Family Law Article of the Maryland Code (as completed by City Schools Office of Human Capital) through the office of Human Capital is to be deemed acceptable by City Schools. City Schools reserves the right to verify any information furnished by contractor and/or provider.

4. Prior to assignment, the awarded contractor(s) must have performed a pre-employment physical for each provider, to include documentation of adequate TB testing and documentation of provider’s physical and mental ability to perform job-related tasks. Documentation may be requested at any time by City Schools and must be readily available.

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5. Persons previously employed by City Schools who have either been discharged due to unsatisfactory performance or who have had their contracts non-renewed and subsequently hired by a contractual agency will not be placed in the City Schools by the contractor(s). Persons previously employed by City Schools who have resigned/retired and subsequently hired by a contractual agency are eligible for placement within the City Schools at the discretion of the Related Services office.

ASSESSMENT:

1. The numbers of assessment and re-assessment requests vary monthly. The assessment includes:

a. The cost of acquiring tests appropriate to age and reason for referral, test forms and any other materials needed to complete the assessment.

b. Scheduling of the assessment within the mandated timelines. Documentation of three diligent efforts must be maintained with a copy in the student’s confidential file and/or on the Assessment Prevention Plan. Clinicians independently schedule assessments to meet student or family needs or to coincide with school schedules.

c. An assessment report, signed and dated, using the appropriate City Schools’ forms and eligibility requirements to determine the need for developmentally and/or educationally based services.

2. The assessment reports must be submitted to the Related Services office for review. The contractor(s) must email, through City Schools, or scan and upload to City Schools’ email, the reports or place them on a shared drive, within three (3) business days of completion. The contractor(s) must allow for the approval/revision process by Related Service supervisory staff, prior to delivery of the reports to schools. Assessments must be approved and available, with sufficient time such that they may be sent to parents (within mandated time lines) for review prior to each IEP meeting.

3. Following report approval by the Related Services office, the contractor must send the original, signed assessment report to the school/department requesting the assessment, upload the signed pdf version of the assessment report to MDonline IEP, and send a word version of the report, signed, to psychreports@bcps.k12.md.us. If an assessment is completed by a contractor who is not placed at the school where the student attends, a copy of the assessment, along with the protocols must be sent to the school psychologist at the student’s residence school.

4. The contractor, if also licensed through the Department of Health as a licensed psychologist or LCPC must provide accurate and timely reporting of assessment completions to Third Party Billing (TPB) via TPB data entry system, as directed.

5. It is anticipated that the majority of assessments will occur within the billed daily rate, NOT in addition to or instead of the daily rate.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

SERVICE PROVISION:

The contractor will provide services, based on written assessment goals and objectives completed by a MSDE certified/license school psychologist as determined by the IEP Team process.

Contractor(s) shall provide direct and consultative (indirect) developmentally and/or educationally-based school psychological services as per the student’s IEP, within mandated time lines, upon request of City Schools. Contractor will develop his/her schedule to meet the needs of students and families or to accommodate school schedules.

Contractor(s) shall adhere to City Schools’ policies and procedures for the delivery and documentation of all services.

During emergency conditions, resulting in the physical closure of schools for 10 or more days, teletherapy/ virtual services may be considered as an option, at the discretion of City Schools.

BIDDER’S RESPONSIBILITY:

1. By July 15, all potential bidders must submit an accurate list of staff that have signed employment agreement(s) and are available to work in City Schools for the next school year or when a call for additional staff is made to the contract agencies.

The contractor must include a copy of each staff member’s current certification/license, references, and resumé, which includes contact information.

A copy of the signed agreement between contractor and provider (signature page only) should also be included. For each provider, contractor will coordinate completion of CJIS Background Check and obtain an identification badge for City Schools, following current City Schools procedures.

2. Bids should include:

• a daily rate

• an hourly rate

• an assessment rate

Rates quoted shall be for IEP services, as well as a flat rate fee for assessments for both infant and toddlers (0-3) and the (4-21) population. There shall be NO rate differentiation based on age or whether services provided are IFSP or IEP.

School psychology services provided by vendor shall almost exclusively be billed on a daily rate basis. The Related Services Unit will determine which schools or individual students, if any, should be billed separately for assessments or services (direct or consult).

A full-day (billed as a daily rate) is defined as a work day maximum of 7.0 working hours, excluding lunch. Lunch time is unpaid. Daily rates must be the bid hourly rate times 7.

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For contractual clinicians in school-based placements:

• Provider scheduling must be based on the FTE assigned for the school.

Caseload and number of assessments vary with the needs of individual schools.

• Most school psychologists are placed in two schools.

• A schedule of days and times at each school must be created and followed.

Current schedules must be provided to the administrator at each school and the appropriate Related Services manager. Principals or other assigned school-based staff will use the clinician’s schedule as a basis for signing off on time sheets, via signature or initials.

• The daily rate equals a maximum of 7 hours and a minimum of 5.0 hours.

Billing a daily rate of less than 7 hours is only to be used with express permission of RSU management staff (e.g. mid-day closure due to inclement weather).

3. The contractor(s) must maintain adequate and complete personnel records of each school psychologist assigned to City Schools.

4. If a missed service occurs due to provider negligence, the contractor will be responsible to make sure the provider makes up the missed services, within City School timelines, at no additional cost to City Schools.

5. It is the responsibility of the contractor(s) to provide or replacement therapists to ensure that services to City Schools’ students are not missed, and if missed, make-ups provided within City Schools’ timelines. The contractual company is responsible for notifying the Related Services Unit supervisors of a provider’s notice or anticipated leave, at least four (4) weeks in advance, and of attempting to find a replacement provider. At the time such notification is provided by contractor(s), City Schools will concurrently notify other vendors of the anticipated need for a provider, and/or will re-deploy other staff so that no missed services will occur.

BILLABLE TIME:

1. Assessments, direct and consult (indirect) services for specific student(s) are billable if the assessment or service time is not included in a daily rate. It is anticipated that the majority of assessments will occur within the billed daily rate, NOT in addition to or instead of the daily rate.

2. If not included in a daily rate, completed assessments are billed at a flat rate, regardless of the number of hours required for completion. Assessments must be signed, dated, reviewed by a Related Services manager and placed in each student’s confidential folder by the contractual School Psychologist.

3. Contractual staff or a contract representative must attend mandatory (at the discretion of City Schools clinical managers) City Schools staff and professional development meetings billable to City Schools at the daily rate; ½ day PD days will be calculated using the hourly rate. If a Related Services manager determines that a contractual School Psychologist should not attend a staff or professional development activity, then the clinician would not be able to bill for this time.

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Orientation to include PD and trainings should be paid at a full daily rate; on-boarding to include fingerprinting, etc will not be paid.

4. The costs of providing the following services are included in the daily rate and are not billable (as direct or indirect hourly rate) unless given express permission from a Related Services manager:

• Writing and maintaining electronic therapy notes via district approved data management system (e.g. Encounter Tracker), and therapy plans for each session, as directed by City Schools’ policies and procedures,

• Writing annual progress reports and IEP goals and objectives on

Maryland On-line IEP (MDOIEP), as applicable,

• Writing IEP report cards in MDOIEP and progress reports for annual reviews.

• Updating the appropriate sections of the IEP in MDOIEP.

• File review.

• Case management or service coordination.

• Obtaining signatures for attendance verification, if applicable.

• Gaining access to records and finding available space for therapy.

• Setting up and maintaining a psychological folder per student as directed by

City Schools policies and procedures, to include copies of assessment and progress reports, IEP goals and objectives/therapy plans, complete copy of the IEP, assessment protocols, and cumulative psychological record.

• Lunch or breaks, which may not be billed to City Schools.

• Non-caseload or non-IEP administrative or paperwork activities.

• Travel between locations or mileage expense.

• Scheduling, maintaining and submitting to the school/site a specific and set therapy schedule.

• Submission of initial caseload information and ongoing documentation, including monthly statistics, schedules and other documentation as specified in the Clinical Guide.

5. There is no separate fee structure for services provided to a single student seen in a school-based site (public school, private school or Head Start). Services are billed at the direct rate (IEP), depending on the service delivery model. There is no billing differentiation for individual versus group services.

6. Verification of the provider’s attendance (at every location served) is obtained via

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025 the daily signature of the principal/principal’s designee. Attendance verification may be audited against the schools in/out log and is audited as part of City Schools’ Accounts Payable verification process.

BILLING:

1. The contractor will submit numbered billing invoices by the 15th of the month following the month in which services were provided to the City Schools. Such invoices will include services by schools, the name of the contractual worker providing the service, and a chronological summary of the hours provided each day. Billed services should match service times and frequencies, as verified in the electronic data management system. To assist in consistent billing practices, City Schools will review billing format during the annual providers’ meeting held prior to school opening each year. Written, specific billing procedures to follow will also be given to each vendor each year. Billing invoices must be clear and concise and presented in a manner deemed verifiable and acceptable by City Schools. All invoices are required to have:

• Name of the staff person that provided services

• Description of services provided

• The service dates. This will be the dates of service provided to the school or office, e.g. “service from 9/1/12 through 5/31/13”. The service dates MUST be listed on the invoice.

• Vendor’s name and address

• An invoice number. This is a number assigned by the vendor to identify the payment. Invoices must be numbered such that payment can be verified and each invoice number is not duplicated at any point while doing business with Baltimore City Public Schools.

• An invoice date. This date can’t be prior to the last date of services provided.

2. Vendors are required to submit invoices and supporting documentation electronically, according to posting/submission specifications as determined by the Office of Special Education. Vendor understands that these procedures are subject to change.

3. Awarded contractor(s) shall be open to examination and/or audit by the City

Schools and/or its designated agents at any time upon reasonable prior notice during performance under this Contract. The awarded contractor(s) will retain all records to include Third Party Billing pertaining to this contract for at least seven years after final payment is made under this contract.

4. TPB billing will be differentiated for direct individual treatment versus direct group treatment. A “group” consists of two or more students, seen at the same time.

5. Printing, signing, and filing electronic progress notes and reports and attending the supervisory meetings will be included in the daily rate.

6. Prior approval from a Related Services manager is needed for any provider to work beyond a 7-hour day, at unusual times of day, and/or on a non-scheduled work day.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

THIRD PARTY BILLING:

The award Contractor is precluded from billing Medicaid or other insurers for services under contract with City Schools. For the purpose of City Schools billing Medicaid for eligible services, the contractor must be able to provide the Office of Third Party Billing with the following:

1. Billing data reflective of variables including but not limited to: a student name, PIF number, date of birth, social security number, medical assistance number, school, date of service, diagnostic code, and nature of service(s) via electronic entries, Encounter Logs, and TPB data systems and/or assessment forms.

2. Assistance to Related Services management staff to document, verify and provide encounter/billable service data to the Office of Third Party Billing.

3. Flexibility in the method of providing City Schools with the data files: (e.g., data files may need to be given to City Schools on a flash drive, diskette, transferred via a modem, transferred via Internet connection, or keyed directly to City Schools via Internet).

4. Back-up of all files sent to City Schools and capability of providing them, if needed, for a period of seven years.

5. Reporting of record counts, services rendered, diagnostic other information.

6. Complete and sufficient clinical notes for each child served which include: date of service, length of service, description of service, description of outcome, diagnostic information and other information as needed.

7. Assurance that student data submitted is correct; with the capability to update and correct records, as needed.

8. Submission of data for student encounters DAILY, on the day of each session into

City Schools’ electronic data management system.

9. Preparation of corrections to erroneous pupil information based on corrections provided by the City Schools, to ensure consistency with the file data maintained by the City Schools.

The contractor shall be held liable for all monies billed as a result of faulty reporting. In the event audits result in a finding because of faulty reporting, the contractor must provide written documentation of what happened and a corrective action plan must be developed to prevent a reoccurrence.

The TPB billing for direct group treatment will reflect the number of treatment hours, regardless of the number of students in the group.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

LACK OF PERFORMANCE AND/OR CONDITIONS OF DEFAULT:

If a missed service results from a contractor or contactor’s employee’s negligence, the contractor will be responsible for expenses (make-up of FAPE) related to services not being initiated, an interruption of a service and/or an assessment not available for a meeting.

1. The Related Services Unit reserves the right to randomly select the following for review to determine if content and form are acceptable:

• Assessment/reassessment reports

• IFSPs/IEPs

• IEP Report Cards

• Electronic therapy notes

• Other documentation

2. The Related Services Unit reserves the right to observe and/or evaluate the effectiveness of contractual employees. Termination of contractors’ employees working in City Schools shall be at the sole discretion of Related Services supervisory staff.

3. Any indication of failure to meet City Schools’ standards for delivery of services or inappropriate billing practices (e.g., missed services, inability to maintain daily documentation, over-servicing, caseload building, unauthorized service, and unauthorized increases in service) may be cause for immediate termination of the contractor’s services or temporary/permanent reassignment of caseload to another contractor.

4. Upon request of the Related Services office, the contractor will promptly replace an individual whom, in the judgment of the Director, or designee, does not perform in an acceptable or satisfactory manner. A period of not more than twenty-four hours will signify prompt replacement.

5. Contractor who demonstrates a pattern of violation of timelines and/or other compliance issues may be subject to immediate termination or reassignment of part or all of their caseload.

COMPLIANCE:

Contractual staff shall at ALL times comply with policies and procedures (City Schools and Office of Special Education).

Contractual staff shall at ALL times comply with school/service audits, as completed by regulatory agencies, quality monitors, City School staff or designees.

City Schools reserves the right to audit upon reasonable prior notice, any aspect of Contractor’s compliance with City Schools’ contract, as to satisfaction of any terms of the above specifications.

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

PART II: GENERAL TERMS AND CONDITIONS

1.0 STATEMENT OF CONFIDENTIALITY

It is understood and agreed that all information pertinent to this IFB may contain trade secrets, which are confidential and proprietary. The winning Bidder agrees not to disclose or knowingly use any confidential or proprietary information of the Baltimore City Schools and/or third-party participant.

Entities are notified that City Schools has unlimited data rights regarding Bids submitted in response to this IFB. “Unlimited data rights” means that City Schools has the right to use, disclose, reproduce, prepare derivative works, distribute copies to the public, or perform publicly and display publicly any information submitted by the Entity in response to this or any solicitation issued by City Schools. City Schools will exempt information that is confidential commercial or financial information of an Entity, as defined by the Maryland Public Information Act (“MPIA”), Title 4 of the General Provisions Article of the Maryland Annotated Code. It is the responsibility of the Entity to clearly identify each part of its Bid that is confidential commercial or financial information by stamping the bottom right-hand corner of each pertinent page with one-inch, bold face letters stating the words “confidential” or “proprietary”. The Entity agrees that any portion of the Bid that is not stamped as proprietary or confidential is not proprietary or confidential. As a condition for City Schools keeping the information confidential, the Entity must agree to defend and hold City Schools harmless if any information is inadvertently released. Each Entity must submit a proprietary and confidential redacted copy of its Bid to be used in responding to MPIA requests. However, and in accordance with the MPIA, Entities are hereby notified that every portion of the Bid may still be subject to disclosure under the MPIA.

2.0 TERM OF AGREEMENT

The anticipated term of the Contract that City Schools intends to award pursuant to this IFB shall be for three (3) years from the date after Board approval with two (2) one-year renewal option(s) to be determined at the sole discretion of City Schools, and subject to the termination provisions set forth in the attached City Schools General Articles (Appendix B).

3.0 PRE-BID MEETING

Entities are strongly encouraged to attend a virtual pre-Bid meeting scheduled for Monday, May 4, 2026 at 10:00 a.m. EST. While attendance at the pre-Bid meeting is not mandatory, the information presented is informative. Additionally, interested Entities are strongly encouraged to submit questions prior to this meeting. All interested Entities are encouraged to attend in order to be better able to prepare an acceptable Bid.

The pre-bid meeting will be conducted via Microsoft Teams. Call-in details are below:

Dial in by phone +1 443-961-1488,,597042498# United States, Baltimore Phone conference ID: 597 042 498#

Join in by computer https://teams.microsoft.com/meet/29875490385976?p=fPLzu5yJCd3dFxOcaS Conference ID: 298 754 903 859 76 Passcode: y4kK3Wj6 Meeting ID: 298 754 903 859 76 Passcode: y4kK3Wj6 tel:+14439611488,,597042498 https://teams.microsoft.com/meet/29875490385976?p=fPLzu5yJCd3dFxOcaS

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

4.0 QUESTIONS AND INQUIRIES

No interpretation of the meaning of the specifications or other documents will be made to any Entity orally.

To be given consideration, the questions must be received NOT LATER THAN Thursday, May 7, 2026 at 11:00 a.m. EST. All questions shall be submitted in writing through eMMA.

Questions that are deemed to be substantive in nature will be answered only in writing, with both the question(s) and answer(s) posted on https://emma.maryland.gov. Unless expressly authorized by the Point of Contact, contact by Entities with any other City Schools employee regarding this solicitation until the Contract is awarded by the Board will be considered by City Schools as an attempt to obtain an unfair advantage and result in non-consideration of the Entity’s Bid.

5.0 POINT OF CONTACT

Nikkia Pompey, Buyer Baltimore City Public Schools Office of Procurement 200 E. North Avenue Baltimore, MD 21202 Phone: 410-396-8827 E-mail: ntpompey@bcps.k12.md.us

6.0 CITY SCHOOLS PROJECT MONITOR/CITY SCHOOLS SUPERVISION

For purposes of the Contract awarded pursuant to this IFB, the City Schools Project Monitors are:

Deonne Medley, Director – Related Services Rebecca Milburn, Coordinator – Related Services Syed Mahmood, Coordinator - Related Services Erika Dorsey-Ball, Director – Administrative Services and Operations

The Entity’s performance will be under the technical direction of the City Schools Project Monitor, who will be responsible for ensuring the Entity’s compliance with the requirements of the Contract to include managing the daily activities of the Contract, providing technical guidance to the Entity, and overall project scheduling and coordination. The Entity shall be accountable to the City Schools Project Monitor on all matters relating to the scope of Work.

7.0 CONTRACT TYPE

The Contract resulting from this solicitation will be a fixed-price contract.

8.0 PAYMENT TERMS

The prices, rates, and other compensation for Services performed is as described in the Agreement. When transportation or freight charges are billed to City Schools, a paid freight bill must accompany the invoice. Invoices received unaccompanied by such evidence will be paid only upon acceptance by City Schools. Cartage, handling, packaging, or boxing charges will not be allowed unless specifically so stated in the purchase order.

https://emma.maryland.gov/ mailto:ntpompey@bcps.k12.md.us

IFB-26086 IFB Template Effective Date:

School Psychology 3/18/2025

The Parties acknowledge and agree that the Entity’s invoices are to be submitted to City Schools in a timely manner, per the terms of a purchase order, after the Services have been provided to City Schools. If invoices are submitted more than one calendar year after the last date the Entity’s Services have been rendered or the last date when Services were accepted by City Schools, then City Schools shall have no obligation to pay for the stale invoices. City Schools shall have no obligation to pay for Services performed before City Schools approves the Agreement or after it terminates, in excess of the monetary amount of the Agreement, or prior to the issuance of a purchase order. The Entity shall comply with additional City Schools guidance regarding invoices, Bids, and quotes, available on the City Schools website (Quote and Invoice Guidance Document ).

The Entity’s invoices shall be approved for payment by the City Schools Project Monitor only after the City Schools Project Monitor is satisfied that the Entity is performing the Services and has prepared the invoice as required by the Agreement. Prior to approving any Entity invoices for payment, City Schools, through any authorized representative, has the right at all reasonable times to inspect, or otherwise evaluate, the Services performed or being performed at the premises on which it is being performed.